Case Management – PO Query Guidelines
September 2023
September 2023
Table of Contents
Intent and Description....................................................................................................................................3
Overview of PO Query....................................................................................................................................3
Case Management System ...........................................................................................................................3
How to raise a case for purchase order Query?..........................................................................................3
Appendix 1: External Service Catalogue......................................................................................................7
Appendix 2: Company Name.........................................................................................................................10
Intent and Description....................................................................................................................................3
Overview of PO Query....................................................................................................................................3
Case Management System ...........................................................................................................................3
How to raise a case for purchase order Query?..........................................................................................3
Appendix 1: External Service Catalogue......................................................................................................7
Appendix 2: Company Name.........................................................................................................................10
Intent and Description
Overview of PO Query
The purpose of this Reference Guide is to provide guidance on the case management system process for Purchase Order query.
We’re Introducing a single platform for raising, routing and resolving Purchase Order request and query under Customer Resolution team.
Purchase Order query will implement web form and the focal contact point to Customer Resolution team for effective case management related
to purchase order query.
Case Management System
How to raise a case for purchase order Query?
External:
Case Management Portal: https://www.bhp.com/suppliers#/1. Click on Supplier
2. Choose “New and existing suppliers”
3. Click on “Manage my payment”
5. Choose the correct query type that related to your request / query
*Refer Appendix 1 for service category for each option
6. Fill up below information accordingly
7. Indicate case title, query details.
*Preferable to have purchase order / purchase requisition in the title
8. Fill up your contact details and region (Mineral Australia, Mineral America or Potash)
*Indicates a field is mandatory
9. Attach all the relevant / supporting document that related to the request (if any)
*You can upload more than one document
10. Lastly, click submit
11. The case number will be provided after submission follow by an email notification.
Appendix 1: External Service Catalogue
Category 2 | Definition |
| Contract Administration Query | PO issue related to contract / Outline Agreement (OA)
|
| Urgent Purchase Order Conversion | Urgent PRPO conversion request with no response after several of follow up with Purchaser.
|
| Purchase Order expediting | Purchase order that required urgently for site
|
| PO Update (Price) | Urgent PO price update due to incorrect PO pricing that required for urgent shut down / work at site. |
| PO Update (Qty) | Urgent PO qty update due to minimum order qty (MOQ) that required for urgent shut down / work at site. |
| PO Update (Others) | Urgent PO amendment such as tax value, VPN, GL acc update that required for urgent shut down / work at site. |
| PR / PO Conversion - Contract / Outline Agreement Query - PO Automation Failure | PRPO conversion request for contracted item (PR linked with OA)
|
| PR / PO Conversion - Catalogue Material | PRPO conversion request for catalogued material (with BHP material number)
|
| PR / PO Conversion - Free Text and Services | PRPO conversion request for free text and services orders (without BHP material number)
|
| PR / PO Conversion - Service Exchange / Repairable | PRPO conversion request for service exchange and offsite repairable orders
|
| PR / PO Conversion - PO Rejected / Deleted | PRPO conversion request for PO deleted or rejected by vendors (Bqueue)
|
| Purchase Order Closure Confirmation | Purchase order that needs to be close up and no further delivery required. |
| PO Price Update | Change order request
|
| PO Part Number Update | Change order request
|
| PO Delivery Date Change | Change order request
|
| PO Quantity Update | Change order request
|
| PO UOM Update | Change order request
|
| PO Retransmission to Ariba / PO Copy In PDF | Retrigger PO to vendor due to PO not receive by vendors |
| Update PO Tax | Change order request
|
| SES Query | Service Order query
|
| PO Update (Others) | PO update except above mentioned category such as (change of PO type, PO reopen and PO cancellation) |
| Update PO Tax | Change order request
|
| PR/PO rejection | PR rejected by purchaser with comment and requestor required support to reiterate the PR PO deleted and required support to reopen the PO PO rejected by vendor and required change order as per vendor's rejection comment |
| Freight option / charges | Freight request that needs to be confirm / added into PO with no response after several of follow up with Purchaser.
|
| Order confirmation | Purchase order acknowledgement
|
| Strip cost check (BER) | This is only applicable for service exchange and repairable purchase orders. POs deemed Beyond Economical Repair POs required for scrap. |
| Core Credit | This is only applicable for service exchange purchase orders
|
| Warranties | Purchase order with warranty claim Warranty PO that required PO update / amendment |
| Stock movement | Required stock movement update in SAP system confirm material destination require shipping information from plant warehouse |
| Commercial Review | This is only applicable for service exchange and repairable purchase orders.
|
| Return to vendor (RTV) | Item no longer required / needed and request for return back to vendor. |
| Good receipting (1R) | Good receipt request
|
| Discrepant Freight (QM10) | QM raised by warehouse without response after several of follow up with the Purchaser |
| Good Receipt Reversal | Reverse good receipt due to ERS vendor that required PO price amendment. Reverse good receipt due to incorrect qty GR |
Appendix 2: Company Name
| Asset | Company Name | Company Code | Screenshot |
| BMA Coal | BM Alliance Coal Ops PL | CY00 | |
| NEC | Hunter Valley Energy Coal | KB00 | |
| OD | BHPB Olympic Dam Corp PL | U200 | |
| WAIO | BHPB Iron Ore PL | FX00 | |
| NIW | BHP Billiton Nickel West | S500 |